16th May 2024 Annual Meeting
Old Bolingbroke with Hareby Parish Council
Dear Councillors,
You are summoned to attend the Meeting of the Parish Council to be held on Thursday 16th 2024 in Ramsden Village Hall at 7.00pm.
There is an Open Forum at each meeting where Members of the Public are invited to ask questions or make short statements to the Council in relation to the business on the agenda.
Please note that any recommendations made at this meeting by the Parish Council in respect of planning applications on the agenda are advisory only and not binding on East Lindsey District Council. Documents relating to the applications may be viewed a www.e-lindsey.gov.uk/Planning. It is recommended that any comments you wish to make be submitted direct to East Lindsey District Council, either by their website as above or by letter.
Signed Jane Slaymaker - Parish Clerk 10.05.2024
Agenda
1. To elect a Chair and receive the signed Declaration of Acceptance of Office
2. Election of Vice- Chair
3. To suspend the meeting to allow a period of public participation/forum and resume Parish Council meeting after the public forum
4. To note any apologies and accept valid reasons of absence
5. To receive any declarations of interest in accordance with the Localism Act 2011 and consider any requests for dispensations1 in relation to Disclosable Pecuniary Interests or any other interests as outlined in the Council’s Code of Conduct
6. To receive and approve the draft notes of the meeting held on 14th March 2024
7. To receive reports from the County and District councillors
8. Finance
a) To formally note financial position
b) To consider and approve renewal of Council’s insurance with Zurich
c) Further to resolution 72/2024, to resolve to pay HJS Brickwork Limited £11,965.39 (ex Vat) for Ramsden Village Hall refurbishment work using UKSPF GRASSroots grant monies under Local Government (Misc. Provisions) Act 1976 s.19
d) To formally approve any automated, retrospective and future payments to be made:
19.03.24 CloudNext, .gov.uk domain name & email hosting (Local Government Act 1972 s.111) £71.98 Debit card
19.03.24 Viking, office supplies (LGA 1972 s.111) £72.43 Debit card
18.04.24PN Fencing, play area fencing and bench (Public Health Act 1875 s.164) £2,808
11.05.24 ICO (LGS 1972 s.111) £40.00 DD
16.5.24 V Clark, internal audit (LGA 1972 s.111) £40.00
31.05.24 Salary £278.20 (LGA 1972 s.112)
30.06.24 Salary £278.20
e) To note any income received since the last meeting:
28.03.24 Interest £30.59
11.04.24 HMRC Tax refund £383.91
16.04.24 ELDC Precept 50% £5,712.00
30.04.24 Interest £35.46
9. AGAR Annual Governance and Accountability Return 2023/24
a) To receive, consider and approve cash book income and expenditure 2023-24 statements for publication
b) To receive, consider and approve asset register for publication
c) To receive the annual Internal Auditor report and approve publication
d) To receive the Balance Sheet for the year end 31st March 2023, to be signed by the Chair and the Responsible Finance Officer
e) To receive, consider and approve the Annual Governance Statement (Section 1 of the Annual Governance and Accountability Return (AGAR)) for financial year 2022/23 and authorise signing by the Chair and the Parish Clerk
f) To receive, consider and approve the bank reconciliation, variance analysis and the Annual Accounting Statement 2023-24 and authorise signing by the Chair
g) To consider and approve commencement date for the exercise of elector’s rights of inspection of the accounts to be exercised 3rd June – 12th July 2024
10. Council Reserves
To consider and approve Council Reserves:
Village Hall Refurbishment (grant) £12,500
Village Sign Fund £3,000
Legal Fees £1,000
Election Fund £2,000
Defibrillator Fund £500
Street furniture Fund £1,500
Office equipment Fund £100
Hareby Memorial Fund £116
General Reserve £11,645
11. Planning Matters
a) To consider any planning applications received since the last meeting
b) To note any planning decisions and/or appeal notifications since the last meeting
12. Village Matters
a) To receive an update on highway matters
b) To receive Neighbourhood Watch report
c) To discuss the build-up of silt on the Hareby Hill road and resolve action
d) To receive an update on the review of the Parish plan and resolve action required
e) To receive an update on the development of an emergency village action plan and resolve action required
f) To receive an update regarding the registration of the Black Horse Inn as a Asset of Community Value
13. Internal Council Matters
a) To review the Council’s Standing Orders
b) To review the Financial Regulations
c) To consider and approve a Debit Card policy as an appendix to the Financial Regulations and agree a review date
d) To review the Council’s Code of Conduct
e) To review Terms of Reference for a Staffing Committee
f) To allocate Councillor responsibilities
g) To consider a schedule of meetings for 2024/25
h) To receive the Play Area inspection reports and resolve action
i) To consider starting Small Claims Court proceeding to recover monies from a former play area committee and resolve action
j) To consider quotations for a sandbag storage bin and sandbags to be sited at Ramsden Hall and resolve action (Highways Act 1980 s.185)
k) To consider paying hire charges to Ramsden Village Hall Management Committee for Parish Council meetings, estimated cost £180/year and resolve action (LGA 1972 s134)
l) To receive an update regarding the war memorial and resolve action
m) To consider quotations for dog signs for the Play Area and resolve action
n) To consider wording etc for a bespoke sign for the Play Area and resolve action
14. To receive correspondence and note any action required
15. Clerk and Councillor Reports (for information only), including a review of actions from minutes and matters that Councillors wish to be brought to the next or subsequent meetings, No decisions may be made under this section, but Councillors may wish to flag up issues
16. To consider excluding the press and public from the meeting pursuant to Section 1(2) of the Public Bodies (Admission to Meetings) Act 1960, as applied by Section 100 of the Local Government Act 1972, as matters under discussion are confidential and relate to the Clerk’s hours
17. To note the date of the next meeting of the Parish Council
1 A dispensation form should be requested from the Clerk before the meeting date and will be considered by Full Council at the meeting